Sage People's native API integration sends your new hires from Pinpoint straight into Sage People, the moment you are ready. A recruiter opens the hire's application, checks a form that Pinpoint has already filled in, and clicks Submit.
Within seconds the new starter exists in Sage People, with their personal details, employment, salary and any bonus in place, and their documents attached to their record.
Anyone with this permission can view all data being exported, even sensitive data. Only give it to people who should see that information.
ℹ️ Note
This is a different integration from the older Sage People file-based export, which sends a CSV file over SFTP.
If you use the file-based export today, speak to your Pinpoint contact about moving across.
Capabilities
What this means for your team:
No re-keying. Details your candidate has already given you, and details from the job and offer, are carried across for you.
Your Sage People, your fields. The form is built from your own Sage People setup each time it opens. It uses your field names and your dropdown lists, such as departments, locations, grades, policies and payroll settings, and any fields your team has added over the years can be included too.
Immediate, clear results. You see straight away whether the new hire was created. If Sage People refuses something, Pinpoint tells you which part and why, so you can fix it and try again.
All or nothing. The new starter's records are created together. If one part fails, nothing is created, so you never end up with half a record to tidy up in Sage People.
Documents go with them. CVs, offer letters, candidate documents and onboarding uploads can be attached to the person's record in Sage People.
Ready for UK payroll. UK payroll details such as the new starter statement, student loan plan and payroll company can be sent if your organisation uses them.
Setup
Platform Setup
Your Pinpoint contact switches the integration on for your account and agrees the field mapping with you.
Your Sage People (Salesforce) administrator completes a short setup on the Sage People side.
Give your Pinpoint contact these values:
Value | What it is |
Salesforce Instance URL | The web address of your Sage People Salesforce org, for example https://yourcompany.my.salesforce.com. Use the address ending in |
Consumer Key | Created with the External Client App for Pinpoint. Stored securely and never shown again. |
Consumer Secret | Created with the External Client App for Pinpoint. Stored securely and never shown again. |
You can also choose:
Which fields the form shows, and in what order. By default the form shows every field your Sage People setup makes available to Pinpoint. Your Pinpoint contact can narrow this down to the fields your team uses, rename them, group them under headings and make extra fields required.
Admin Setup
Sage People runs on Salesforce, so the setup happens in your Salesforce org:
Create an External Client App for Pinpoint, which gives you a Consumer Key and a Consumer Secret.
Create a permission set called Pinpoint Integration and assign it to the user that Pinpoint connects as. This permission set decides which records and fields Pinpoint can create, and therefore which fields appear on the form in Pinpoint.
Grant the Trigger Action Email field on the Employment Record object to the Pinpoint Integration permission set. Without it, the new hire is still created, but Sage People does not send its new-starter communications.
Sending Hires to Sage People
You need the Export applications to external HRIS permission to do this.
Manually
To send a new hire through the intergration:
Open the candidate's application or onboarding.
Click the Application Actions menu (the three dots).
Choose Send to Sage People.
The Send to Sage People form opens, already filled in with what Pinpoint knows about the candidate, the job and the offer.
Dropdowns show the options from your Sage People setup, for example your departments, grades and payroll settings, and a manager can be chosen from the people in Sage People.
Review the details, which come from the field mapping agreed during setup, and fill in any gaps. First Name, Last Name, Email, the employee ID and the employment Start Date are always required.
In the Salary and Bonus sections, fill in an amount only if you want that record created. A blank amount means no salary or bonus record is created.
In the Documents section, check the files to attach to the person's record.
Click Submit.
When it works, you see a message confirming that the candidate has been successfully exported to Sage People.
Automatically
Sending to Sage People can also happen automatically, as a stage action when a candidate moves into a chosen stage, such as Hired.
We recommend sending new hires by hand for the first few weeks or months, depending on how many people you hire, so your team can check the details on the form.
Once the process is running smoothly, ask your Pinpoint contact to switch on automatic sending.
Created Data
The following data is created in Sage People.
Sage People record | When it is created |
Team Member (the person) | Every time |
Employment | Every time, linked to the Team Member and marked active |
Salary | Only when a salary amount is filled in, linked to the Employment and marked active |
Bonus | Only when a bonus amount is filled in, linked to the Employment |
Documents | The files you chose, attached to the Team Member |
Pinpoint also keeps a record of the export against the candidate, linked to their new Sage People record.
Flexible Data Mapping
Mapping is part of setup. You work with your Customer Success Manager to decide which Pinpoint field fills each Sage People field, for example the candidate's name, email, phone number and address, the job title, offer details or your own custom fields. From then on, the form arrives already filled in, so each send is a quick review and, if needed, a few gaps to fill in, rather than typing a new starter in from scratch.
Built for your organisation. Every Sage People setup is different, so the mapping is designed around yours, and it can be changed later as your process evolves.
Any field your Sage People setup makes available can be mapped, including fields your team has added (on the records Pinpoint supports). If a field you need is missing, your Sage People administrator can add it to the Pinpoint Integration permission set and it appears on the form, with no change needed in Pinpoint.
Dropdown values come from Sage People. Your lists stay in sync without anyone having to update them in Pinpoint.
The fields typically available include:
Area | Information |
Personal details | First name, last name, preferred name, date of birth, gender |
Contact details | Work email, home email, mobile, personal mobile, home phone |
Home address | Address lines 1 to 3, town or city, county or state, postcode, country |
Role and organisation | Job title, location, department, job profile, grade, employment status, manager, policy, employee ID |
Employment | Start date, continuous service date, division, hours worked, salary band, job |
Pay | Salary amount, currency, pay period, annual multiplier, salary start date |
Bonus | Bonus amount, currency, award date, approved date, paid date, reason, pay code, cost code, notes |
UK payroll | New starter statement, student loan plan, postgraduate loan, payroll company, name, branch, cost centre, department and classification |
Documents | CV, offer letter, candidate documents and onboarding uploads |
The exact list, and the names of the fields, follow your own Sage People setup.
Keeping Lists in Step with Sage People
As well as sending new hires, the integration can bring lists from Sage People into Pinpoint and keep them up to date on a schedule, such as every hour, day or week. Your recruiters and candidates then choose from the same values Sage People uses, so what you send back matches first time.
A Sage People list can fill:
Your organisation structure in Pinpoint: departments, locations, divisions or your custom group.
The options of a custom field dropdown, for example Sage People job profiles as the choices in a Pinpoint custom field.
The options of an application question, a multiple-choice question candidates answer when they apply.
The options of an onboarding question, for example, a list of policies or salary bands.
For example: Sage People HR departments become your Pinpoint departments, or Sage People job profiles become the options of a Job Profile custom field.
The lists available are the records your Sage People setup makes available to Pinpoint, such as departments, job profiles, policies, salary bands, jobs and currencies. Fixed dropdown values inside Sage People, such as gender, are not available as lists.
You can choose to bring across only some of the values, and, for dropdown and question options, whether Pinpoint should also remove options that no longer exist in Sage People or only add and update them. Anything kept in step this way is marked in Pinpoint as managed by the sync.
List syncing is set up with your Pinpoint contact.
Limitations
The following is not included with the integration:
Updating existing employees. The integration creates new starters. It does not update someone who is already in Sage People, and it does not handle rehires or internal moves.
Employee updates back to Pinpoint. Changes made to a person in Sage People after they are created are not sent back to Pinpoint. Lists can be, as described above.
Job or requisition sync. Jobs are not created in Pinpoint from Sage People, or the other way round.
Troubleshooting
The form says "Missing Configuration".
The Salesforce Instance URL, Consumer Key or Consumer Secret hasn't been entered. Contact your Pinpoint contact.
The form says "Invalid Configuration".
The Salesforce Instance URL must start with https:// and should end in my.salesforce.com.
If the message mentions the form fields, the list of fields chosen for the form needs correcting. Contact your Pinpoint contact.
The form says "Connection Failed".
Pinpoint couldn't sign in to Sage People, usually because the Consumer Key or Consumer Secret is wrong or the External Client App has been changed. Ask your Sage People administrator to check the app and send new values to your Pinpoint contact.
A section says, for example, "Bonus not available".
The Pinpoint Integration permission set doesn't allow Pinpoint to create that type of record. If your organisation uses it, ask your Sage People administrator to grant it. Otherwise you can ignore the section.
The form says "Unknown form fields".
The form has been set up to show a field your Sage People setup no longer makes available to Pinpoint. Ask your Pinpoint contact to update the list of form fields, or your Sage People administrator to grant the field again.
A field I expected isn't on the form.
Fields only appear when the Pinpoint Integration permission set allows Pinpoint to create them. Ask your Sage People administrator to add the field.
The send failed with a message starting "Team Member", "Employment", "Salary" or "Bonus".
Sage People refused part of the new hire. The message names the record and gives Sage People's reason, for example an amount typed as "70,000" rather than "70000". Because records are created all together, nothing was created in Sage People. Correct the value and click Submit again.
The send failed with "duplicate value found".
Sage People already has someone with that employee ID. This usually means the candidate has already been sent. Check Sage People before trying again, and use a different employee ID only if this really is a different person.
The send failed because a Salary or Bonus amount is set but can't be created.
An amount was filled in for a record type Pinpoint isn't allowed to create. Either clear the amount, or ask your Sage People administrator to grant that record type in the Pinpoint Integration permission set.
The send failed because no active record type was found for Employment.
Your Sage People setup has no active Employment record type called "Active". Ask your Sage People administrator to check the Employment record types.
The send worked, but "Some documents were not uploaded".
The new hire was created, but the files listed couldn't be attached. Attach them to the person in Sage People by hand. Don't send the candidate again, as Sage People will reject them as a duplicate.
The new starter was created, but Sage People sent no welcome communications.
The Trigger Action Email field hasn't been granted to the Pinpoint Integration permission set. Ask your Sage People administrator to grant it for future hires.
FAQs
Can we add our own fields?
Yes. Any field your Sage People administrator makes available to the Pinpoint Integration permission set appears on the form, and can be mapped. No change is needed in Pinpoint.
Are the dropdowns kept up to date?
Yes. Dropdown options are read from Sage People each time the form opens.
Can we send someone twice?
No. Sage People rejects a second record with the same employee ID, which protects you from duplicates.
Do we still need the file-based export?
Not for new hires sent this way. You can run both side by side while you move across.
Can the send happen automatically?
Yes, as a stage action when a candidate moves into a chosen stage. We recommend sending by hand for a few weeks or months first, then asking your Pinpoint contact to switch it on once the process is running smoothly.